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Home My WebLink About1998-10-21 PACKET 04.A.R EQUEST OF CITY CdUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DA7E 10/21/98 �-�. PF2EPARED BY: Public Safety Jim Kinsey ORIGINATING DEPARTMENT STAFF AUTFiOR <.,��,��.��...��>,t��.��«�.w>��.��.�.> COUNCIL AGTION REQUEST Pass motion authorizing purchase or lease of upgrading current dictation system to an Enterprise Voice and Data Management System from Dictaphone Systems, Incorporated. BUDGET IMPLICATION: $4,138.00 $5 yr. lease = $60,660.00 98 acct - 4380 purchase = $45 ,880.00 BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE SUPPORTING DOCUMENTS � MEMO/LETTER: Memo dated 10-14-98 from Niki Getschel ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: memo dated 3-31-98 re: Analog Line Costs ADMINISTRATORS COMMENTS The lease option is amortized at just over 10%. At our 5% cost of money, an outright purchase saves the City about $1,535.00 over the 5 year lease erm. The inte�t would be to extend the equipment lifie beyond 5 years at an ' vin of t e ann I avoided lease payment. ' /i, /�� ity Administrator Date ��..�<��«�.�<.��.�x<�«�.�<��>�,�<�,��>� COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER � � To: Acting Chief James E. Kinsey � From: Management Assistant Niki �. �etschel Date: October 14, 1998 Re: REQUEST TO LEASE/PURCHASE DICTAPHONE ENTERPRISE EXPRESS VOICE AND DATA MANAGEMENT SYSTEM INTRODUCTION The Police Department is currently in the fifth year of a five year lease of a DX3000 Digital Dictation System from Dictaphone. We have determined that the current system is not meeting all of the needs of our records management system and feei it is time to upgrade to a newer/larger digital system. DISCUSSION In 1993 the Cottage �rove Police Department signed a five-year lease for its first digital dictating system with Dictaphone Corporation. With digital equipment, the officers can dictate from any location as long as a digital telephone is available, therefore not requiring them to come back to the station to dictate a report . It also eliminated the use of cassette tapes for report writing. It also introduced a feature which aliows the officer to enter a priority code for each report dictated, which identifies to the transcriptionist which reports should be transcribed first. This system aiso prints a management report which indicates the status of any given report by case number indicating when it was dictated and when it was transcribed, and also if there are any supplementai reports related to this case completed by another officer. Administrative staff, Investigators and Officers can access the system at any time and listen to dictated reports which have not been transcribed, ensuring continuity of services to the citizens. This system has worked well to date, however, I feel right now is a good time for the department to upgrade to a newer system. In the five years that we have had this system it has worked out reai weli. However, during that same five years the department has expanded its staffing levels leaving the system faliing short on a few areas. With the • Page 1 purchaseilease of a larger system we can gain some needed additional transcribingldictatin� stations (i.e. transcribing unit for the Investigative Aide, Dictation/Phoneline Recording unit for the third Investigator), as well as receive new and updated equipmenf. With an upgraded system we will also meet our records management goai of having ail reports dictated and integrated into our Stratus Records System. Our current system stores up to ten hours of dictation at one time. An upgraded system would store hundreds of hours of dictation. Currently, officers are handwriting approximately 50 °/a of all reports due to the limitation of storage space. It is, without question, more efficient to have our officers dictate all of their reports. Our department is also interested in having the capability to utilize off site transcription services, if necessa�y. This feature is provided on an upgraded digital system, and is not available on our cu�rent system. Per city purchase policy, sealed bids are required for this lease/purchase. With our departmenYs records management goals in mind, I prepared specifications for a system which would meet our future needs and placed an Ad for Bids. Bids were closed on Tuesday, June 16, i�98 at 11 a.m. Four bids were received as foilows: 5 Yr �ease Purchase Price Companv Svstem Cost/Year incllnstallation Loffler Business Sy�tiems - Crescendo Digital System $ 15,189.96 $ 62,665 Northland Business Systems — MaxPro Dictaphone Corporation - Enterprise System Precision Business Systems — PC Dart System FINANCIAL CONS $ 17,974.68 $ 75,962 $ 12,132.00 $ 45,880 None Proposed $ 49,650+ (installation costs not incl) Within the Police L�epartment 1998 Rental/Lease Account (Account 4380) there is $11,000 designated for the lease of digital dictation equipment. Of the $ 11,000, $4,138.42 is remair.ing and is available to be used towards the fourth quarterly payment of the current lease, o� for payment towards a new lease. The financiai proposai does not include the cost of analog telephone lines which wi{f need to be installed for ttus equipment. These lines wil( be purchased as part of an upgrade to the city's existing telephone system. (Piease see attached memorandum.) o Page 2 Altematives Renew our c�arrent lease for another five years at a cost of $ 8,954.76/year. (Totai cost over a five year period of $ 44,773.80) I do not feel that this is a viable alternative as we have outgrown our current system, and it is not year 2000 compliant so we would have to face that issue next year. 2. Purchase the Enterprise System from Dictaphone Systems Corporation at a cost of $ 45,880. The Enterprise System came in at the lowest bid price due to its award of the state government contract. 3. L.ease the En:erprise System from Dictaphone Systems Corporation at a cost of $12,132lyr. (Total cost for the five year lease $ 60,660.) RECOMMENDATION It is my recommendation that the City Councii authorize the upgrading of our current dictation system to an Enterprise Voice and Data Management System from Dictaphone Systems, Incorporated, the low bidder. COUNCIL ACTION REQUIRED If the City Council concurs with this recommendation, they should pass a motion authorizing the purr,hase or lease with Dictaphone Systems Corporation as outlined in the above memorandum. • Page 3 �� - • To: From: Date: Director of Public Safety Dennis S. Cusick Management Assistant Niki L. Getschel and MIS Coordinator Jenny Jennings March 31, 1998 Re: ADDITION OFANALOG LINES TO THE CIIY'S CURRENT TELEPHONE SYSTEM TO BE USED BY THE DICTAPHONE ENTERPRISE EXPRESS VOICE AND DATA MANAGEMENT SYSTEM (CITY COUNCIL AGENT ITEM # 4F) In my memorandum of March 26, 1998 requesting a lease of a Dictaphone Enterprise Express Voice and Data Management System, I indicated in the Financial Consideration sectio� that I was unable to provide you with all of the costs involving analog telephone lines which need to be installed forthis system. This new system will require 17 additional analog lines from our current dictation system, �hich has 7 analog tetephone lines. These lines will be used as follows: 3 Repon Writing Room Dictation Centers (Currently hardwired to the existing system) 2 Trancrioer Units (Currently hardwired to the existing system) 1 Management Unit (New) 1 Investigator Dictation Center (New) 10 System �n/Out Lines (2) a�d Hunt Sequence Lines (8)when people are calling in to dictate(transcribe I met with MIS Coordinator Jenny Jennings and explained what telephone lines were necessary forthe system, and she indicated that we had no available analog lines on the City's phone system. She spoke with a representative from Cady Communications and received the following prices for additiona( equipment for our existing phone system: Exqenditures: • 1- SX-2000 L.ight AC Peripheral Node est. $ 4,300.00 (A box which has 12 slots for telephone iine cards; the Dictaph�ne System will need 2 slots, the remaining slots to be used as needed by the City) . Cable Lines est. $ 2,000.00 . installation of Box and Programming . Moving of F�cisting Cables . 2— ONS Line �;ards (16 Analog Lines on each card) TOTAL est. $ 2,OOd.00 est. $ 700.00 $ 4.000.00 $13,000.00 + tax Revenues Revenues for the <d.iitions to the exis4ing telephone system will be provided as follows: Municipal Building F��nd 9525-4520 $ 9,700 (Funds designated �or additional telephone equipment} Police Budget 0500-4370 $ 3,300 Please add these additional financial costs to the submitted request. Thank you. . 03i3.i98 a3:43 CRDY COMMUNI�A7;ON5 � 612458299? PURCHASE AGREEMENT Page 1 Mazch 31, 1998 Equipmenr to be installed at; CI TY OF COTTAGE GROY�' 7516 80t Street South Cottage Grove, MN 55016 (612) 458-2800 N0. ei..9 G22 �� ■, nriiuruiu(i�c 92U0 Not�h Hy�bor l,n¢e flymouth, N.N 55447 r��pn�.a s:':s�auoi Faetim,i(e u]&SSlfifi ADDITIONS TO EXISTING MITEL SX-Z000 L,IGHT TE' SYSTEM Periphera] Node. Contains: cabinet, peripheral contsol, resources cazd, fiber interiaces (2}, and power converter (AC). 20 I^eet multi-mode fiber optic cable with ST connectors. 2 ONS 16-circuit siagle line card. 20 Activate syscemjack. NpTB Fl, Agreement includes reusing existing wiring. If existing wiring cannot be reused, additional charges will apply. NOTE 13: Agreement includes normal business hours installation. If overtime insCallaiion is required, addicianal chazges will apply. TOTAL INV�STMEN�': $12,394.40. $3,718.20 Down Payment, $6,197.00 Upon delivery, $2,478.$0 Upon completion, plus tccr. SUBJECT TO CREDIT APPROVAL BY CADV COMMUNICATIONS, INC. (HEREINAFTER THE "COMPANV") AND ALl OF THE TERMS AND CONpITIpNS SET FORTH ON THE REVERSE SIOE OF THIS QOCUMENT, THE CUSTOMHR AGREES TO PURGMASE THE ABOVE EQUIPMEN7 PROM TNE COMPANY AT THE PRICES AND 6N THE TERMS SET fORTH NEi3EIN. I understand the "FUII Service Support Agreement" anq its baneflts. 1 hereby Aceept_ReJect� the progrem. Customsr a0rees at their own cos� to pfori0o a dedicPted electrleai outlet and, If necessary, a company�specifietl AG lina canditioner. This proposai mey be wlthdrawn by Cady Communications, inc iT not accepfed within 30 days. (jca.mjg}(Cottage Grove P1) (Cust M 008367) Accepted (Firm Name) Customer CADY COMMUNICATIONS. INC, .-.l�c�r, � �9'� .S�Dfl� �� Signeture and Tiyle Da4e Signature and Tide �/ � Q�,